Cleartec Limited Privacy Policy

This privacy policy describes how Cleartec Limited collects, uses and protects your personal data when you visit cleartec.co.uk, contact us, or work with us. It also explains how we use cookies.

1. Who we are 

Cleartec Limited (“Cleartec”, “we”, “us”, “our”) is the data controller for the personal data described in this policy. We are an independent strategic technology consultancy helping businesses make clear, confident technology decisions.

Cleartec Limited is a company registered in England and Wales (company number 12804334). Our registered office is Trade Fair House, 2 West Court, Enterprise Road, Maidstone, Kent, ME15 6JD, and our trading address is Suite 7, Maidstone Innovation Centre, Gidds Pond Way, Kent Medical Campus, Kent, ME14 5FY. We are registered with the Information Commissioner’s Office under registration number [NEEDS UPDATING].

We process personal data in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, the Data (Use and Access) Act 2025 and the Privacy and Electronic Communications Regulations 2003 (PECR).

This policy was last updated on 16 October 2026. 

2. Privacy contact and how to contact us 

Our Privacy Contact is Russell Amos. If you have any questions about this policy or how we handle your personal data, or you want to exercise any of your rights, please contact him:

• Email: info@cleartec.co.uk
• Phone: 0333 344 7325
• Post: Privacy Contact, Cleartec Limited, Suite 7, Maidstone Innovation Centre, Gidds Pond Way, Kent Medical Campus, Kent, ME14 5FY

Please mark any written request “Data Protection” so it reaches the right person quickly.

3. The personal data we collect 

We collect only the personal data we need to respond to you, deliver our services and run our business. Most of it relates to people acting on behalf of the businesses we work with.

• Identity data: your name, job title and employer.
• Contact data: your business email address, phone number and business address.
• Business data: information about your business, its technology, current suppliers, contracts and requirements that you share with us.
• Transaction data: details of the services we provide, invoices and payments.
• Communications data: emails, call notes, meeting notes and messages exchanged with us.
• Marketing data: your preferences for receiving marketing from us.
• Technical data: your IP address, browser type and version, device type, operating system and time zone setting.
• Usage data: how you use our website, such as pages visited, time on page and how you arrived at the site.
• Recruitment data: your CV, cover letter, employment history and references if you apply for a role with us.

We do not knowingly collect special category data (such as health, ethnicity or religious beliefs) or data about criminal convictions. Please do not send us this kind of information unless we ask for it.

4. How we collect your personal data 

We collect personal data directly from you, automatically when you use our website, and occasionally from third parties.

• Directly from you: when you complete the contact form on our website, email or call us, meet with us, become a client, or apply for a job with us.
• Through LinkedIn Lead Gen Forms: when you complete one of our forms on LinkedIn, for example to book an AI & Automation Discovery Chat, LinkedIn passes us the details you submit, such as your name, email address, company name and website. LinkedIn’s own privacy policy also applies to information you share on its platform. 
• Automatically: when you browse our website, we collect technical and usage data through cookies and similar technologies, but only where you have agreed to this through Cookie Control (see section 12).
• From third parties and public sources: for example our technology partners and vendors who introduce you to us, professional networking sites such as LinkedIn, Companies House, and referrals from existing clients.

5. How we use your personal data and our lawful bases 

We only use your personal data when the law allows us to. The table below sets out what we use it for and the lawful basis we rely on under UK GDPR.

Where we rely on legitimate interests, we have balanced our interests against your rights and freedoms. You can ask us for more information about this balancing test.

We do not use your personal data for automated decision-making that has legal or similarly significant effects on you.

6. Marketing communications 

We may send you news, insights and information about our services that we think will be useful to your business.

• Existing clients and business contacts: we may contact you about similar services under our legitimate interests, as permitted by PECR.
• Individual or sole-trader email addresses: we will only send electronic marketing where you have given consent or where you are an existing client and have not opted out.
• Partners and vendors: we never sell your personal data, and we do not share it with third parties for their own marketing.

You can opt out at any time by clicking the unsubscribe link in any marketing email, or by contacting us using the details in section 2. Opting out of marketing will not affect messages we need to send you about services you have asked for.

We use Mailchimp, a service provided by Intuit Inc., to send our marketing emails. Mailchimp stores your name, email address and marketing preferences on our behalf, and records whether you open our emails and click on links so we can understand what content is useful. Mailchimp processes data in the United States; see section 8 for how your data is protected when it is transferred outside the UK. You can read more in Mailchimp’s privacy policy.

7. Who we share your personal data with 

We share personal data only where we need to, and we never sell it. Recipients fall into the groups below.

• Specialist technology partners and vendors: connecting you with the right specialists is a core part of our service. We will discuss any introduction with you first and share only what the partner needs to understand your requirements. Once introduced, the partner will handle your data under its own privacy policy.
• Service providers who process data on our behalf: for example website hosting, IT and email services, cloud storage, CRM software, accounting software and analytics tools. They act on our instructions under written contracts.
• Our marketing agency: Notorious Online, which builds and manages our website and supports our marketing activities.
• Professional advisers: such as accountants, lawyers, insurers and auditors.
• Authorities and regulators: such as HMRC, the police or the ICO, where the law requires us to.
• A buyer or successor: if we sell, transfer or merge all or part of our business, your data may pass to the new owner, who will use it in line with this policy.

We require everyone who handles personal data on our behalf to keep it secure and to use it only for the purposes we specify.

8. International transfers 

We aim to store and process your personal data in the UK. Some of our service providers, such as cloud, analytics and content delivery providers, may process data outside the UK, including in the European Economic Area and the United States.

When that happens, we make sure your data is protected by at least one of the following safeguards:

• The country has been recognised by the UK Government as providing an adequate level of protection (including US companies certified under the UK Extension to the EU–US Data Privacy Framework);
• We use the ICO’s International Data Transfer Agreement (IDTA) or the UK Addendum to the EU Standard Contractual Clauses.

You can contact us for more information about the safeguards we use.

9. How long we keep your personal data 

We keep personal data only for as long as we need it for the purposes we collected it for, including to meet any legal, accounting or reporting requirements. For example, we keep financial records for six years to meet HMRC requirements. Marketing contacts are kept until you unsubscribe or ask us to remove you. When we no longer need your personal data, we securely delete or anonymise it.

10. How we keep your data secure 

We use appropriate technical and organisational measures to protect your personal data from loss, misuse, unauthorised access, alteration or disclosure. These include:

• encrypted (HTTPS) connections to our website;
• access controls and secure passwords on our systems;
• limiting access to personal data to people who need it for their work;
• requiring our service providers to keep data secure under written contracts.

We have procedures in place to deal with any suspected data breach. We will notify you and the ICO where we are legally required to.

11. Your rights 

Under UK data protection law you have the following rights over your personal data:

• Access: ask for a copy of the personal data we hold about you.
• Rectification: ask us to correct data that is inaccurate or incomplete.
• Erasure: ask us to delete your data where there is no good reason for us to keep it.
• Restriction: ask us to pause using your data, for example while we check its accuracy.
• Objection: object to us using your data where we rely on legitimate interests, and to direct marketing at any time.
• Portability: ask us to transfer data you gave us to you or another provider in a commonly used format.
• Withdraw consent: where we rely on consent, you can withdraw it at any time. This does not affect anything we did before you withdrew it.

To exercise any of these rights, contact our Privacy Contact using the details in section 2. There is usually no fee. We will respond within one month, and may extend this by up to two further months for complex requests, in which case we will let you know. We may need to confirm your identity before acting on your request.

12. Cookies 

Our website uses cookies, and we use Cookie Control by Civic to manage your consent. Non-essential cookies are only set if you agree to them.

What cookies are

Cookies are small text files placed on your device when you visit a website. They help the site work, remember your preferences, and show the site owner how visitors use it.

How Cookie Control works

When you first visit cleartec.co.uk, Cookie Control shows a banner asking which types of cookies you are happy to accept. Analytics and marketing cookies stay switched off until you turn them on. Cookie Control saves your choice in a small cookie of its own so we do not ask you on every page.

You can change your mind at any time by clicking the Cookie Control icon on our website and switching categories on or off. 

Types of cookies we use

• Strictly necessary cookies: needed for the website to work and to remember your cookie choices. These cannot be switched off.
• Analytics cookies: help us understand how visitors use our website so we can improve it, for example through Google Analytics, loaded via Google Tag Manager. Only set with your consent.
• Marketing and third-party cookies: may be set by services embedded in our pages, such as Google Maps on our contact page. Only set with your consent.

Managing cookies in your browser

You can also block or delete cookies through your browser settings. Blocking all cookies may stop parts of our website from working properly. Guidance for each browser is available at allaboutcookies.org. To opt out of Google Analytics on all websites, you can install the Google Analytics opt-out browser add-on.

13. Third-party websites and social media

Our website links to other websites and to our pages on LinkedIn, Instagram and Facebook. We are not responsible for how those sites handle your personal data. If you interact with us on social media, the platform’s own privacy policy also applies, so please read it before sharing information.

14. Complaints and changes to this policy

Making a complaint

If you are unhappy with how we have handled your personal data, please contact our Privacy Contact first using the details in section 2. We will acknowledge your complaint within 30 days and aim to resolve it as quickly as possible.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK regulator for data protection:

• Website: ico.org.uk
• Phone: 0303 123 1113
• Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Changes to this policy

We review this policy regularly and may update it from time to time. Any changes will be posted on this page with a new “last updated” date. Where changes are significant, we will let you know by email if we hold your contact details.